Send invoices to CS&S

Send invoices to CS&S#

This page describes the process for sending invoices to our fiscal sponsor, Code for Science and Society.

This includes any team members that are paid off of fixed-term contracts and submit monthly invoices for their work.

Invoicing process#

  1. Read the CS&S invoicing instructions. CS&S periodically updates and sends [instructions to invoice here](https://www.codeforsociety.org/resources/getting-paid-by-css. This is what you’ll follow.

  2. Prepare an invoice. If you do not have one, here is a template to get you started.

  3. Confirm your grant code. You will need to supply a grant code for your invoice. See What is my grant code?.

  4. Send it to bills@codeforsociety.org and admin@2i2c.org. These are both organizational accounts to track the invoices and ensure visibility across the organization.

  5. CS&S confirms your invoice was received. Once your invoice is received, you’ll get an automated email from Ramp. Once in Ramp, invoices are typically reviewed and approved weekly, on Thursdays.

  6. Do not hesitate to ask about the status of your invoice. The above steps should be all you need to do, but do not hesitate to reach out again if things seem to be going slow.

Invoice template#

Here is an invoice template that you can copy and modify. It includes all the information requested in the CS&S link above. Your invoice can be in any format, but needs to be a single file for Ramp to read it.

What is my grant code?#

Most reimbursements require a grant code. Each team member is paid from one or more grants so this helps CS&S know which account to draw from. The Executive Director is the final say on which grant code is paying a given team member, but generally it is the same grant paying you over time.

As new grants come in, CS&S and our team work together to allocate team members’ time across grants. You will receive instructions from CS&S when you first start sending invoices and at any point when grant allocations need to change.

Please use both the grant code and grant name on your invoices. CS&S will typically give you both those pieces of information.

If an invoice is not paid when expected#

If you have any difficulty in getting paid, reach out to the 2i2c People Lead or Chief of Staff.